Automating Group Requests in aleno

Smart Automation for Group Requests – Centralized, Efficient, Professional

Group requests – whether for holiday dinners, company events, or birthdays – generate revenue but often take up valuable time. With aleno, you can automate the process and manage all group bookings in one place. Fewer follow-ups, faster workflows, more confirmed bookings.

Overview

1. Configuration
   1. Activate Group Requests per Shift

   2. Customize the Group Request Email Template

   3. Optional: Customize Widget Notifications for Large Groups

   4. Optional: Schicht-Abfragen für größere Gruppen

2. Booking Process from the Guest’s Perspective

3. Operational Handling of Group Requests

   1. Manage Provisional Group Reservations in the Dashboard

   2. Display in SeatIn/BooqIn

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1. Configuration: How to Set Up Group Requests

a) Activate Group Requests per ShiftNavigate to:
Settings → Shifts → [desired shift] → Group Requests (blue box)

Enable the group request feature here and configure all relevant details, such as:

• Minimum Number of Guests (Groups):
  This value is generated automatically based on the shift setting “Maximum Number of Guests (online).”

• Total amount of people for all group requests:
  This defines the total number of guests allowed across all group requests per shift. Limiting the size of individual groups is not possible.

• Max. Number of Groups per Shift

• Days ahead request deadline, e.g., “Group requests only accepted at least 2 days in advance”

• Category for Group Requests, e.g., “Banquet” for reporting

 

 

b) Customize the Group Request Email Template

Navigate to
Settings → E-Mail → Group Requests 

This email is sent automatically as soon as a group request is submitted via the widget. You can keep it simple and use it as an acknowledgment – for example:
“Thank you, we’ve received your request and will get back to you shortly.”
Or you can take the opportunity to further automate the process by including menu suggestions and all relevant information right away.

Using the small plus icon, you can also upload files directly – such as PDFs, for example.

c) Optional: Customize Widget Messages for Large Groups

Navigate to:
Settings → Widget → Notifications > Group Reservation Conditions

If guests select a number of people in the widget that qualifies as a group request based on your shift settings, a custom message will automatically be displayed. You can adapt this message to match your internal processes – for example, by including information on processing times, next steps, or specific booking conditions.

d) Optional: Schicht-Abfragen für größere Gruppen

Shift questions allow you to gather additional information directly during the booking process within the widget. This feature also enables you to request pre-orders from guests at the time of their group reservation.

👉 Detailed instructions: Additional queries in the widget for specific group sizes

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2. Booking Process from the Guest’s Perspective

The booking process for groups is seamlessly integrated into the standard widget experience for guests.

Guests select date, time, and number of people
As soon as the selected party size falls within the defined group request range (e.g. from 7 guests), the group logic is automatically triggered.

Custom Notification in the Widget
If a group size is selected for which no direct online reservation is possible (e.g. from 30 guests), an additional pop-up message will appear. This informs the guest that the request is provisional – meaning it is not yet a confirmed reservation.

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Custom Message in the Widget
If a group size is selected for which no direct online reservation is possible (e.g. from 30 guests), an additional pop-up message will appear. This informs the guest that the request is provisional – meaning it is not yet a confirmed reservation.

Further Communication (if needed)
If additional coordination is required, communication continues directly via the automatically sent group request email. The guest can reply to this email – and if msgIn is activated, the response will land directly in aleno and be linked to the corresponding reservation. Alternatively, replies will be received in your external email inbox.

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3. Operational Handling of Group Requests

Managing Provisional Group Reservations in the Dashboard

All group requests submitted via the widget are automatically listed in the aleno dashboard as provisional reservations. You can manage and process them centrally via the designated box:

• View, Sort & Prioritize Reservations:
  Sort by submission date or follow-up date to stay organized and ensure no request is overlooked.
  🔗 More about the resubmission feature

• Display Table Plan:
  When you select a reservation, you can view the relevant table plan in the top right corner. This allows you to quickly check whether there is still enough capacity to accommodate the request.

• Contact the Guest (Requires msgIn to be active):
  Via “Show more” → CustomerMessages field, you can reply to the guest directly by email – all within aleno, without switching systems.

• Confirm Reservation:
  Change the status to “Confirmed” to turn the request into a fixed reservation. The guest will immediately receive a confirmation email.

• Dismiss Reservation:
  Change the status to “Dismissed” if you’re unable to accept the request. The guest will receive the email based on the “Dismissed” template, which you can customize at any time to match your tone and communication style.

 

Display in SeatIn/BooqIn
Provisional group reservations are also visible in the table planning tools (SeatIn or BooqIn) – clearly marked and freely placeable. This ensures your service and kitchen teams stay informed and can plan for larger groups with ease.

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